Position Summary

Serves as secretary to the Prevention and Intervention Services Department. Reports directly to, and is evaluated by, the Director of Prevention and Intervention Services. Serves as receptionist for the department, receives and transmits telephone and other communications. Performs duties requiring diligent exercise of judgement and initiative. This is a classified twelve-month position.

Supervision Received And Exercised

This position will be directly supervised by the Director of the Prevention and Intervention Services Department.

Examples of Essential Job Functions (Duties & Responsiblities)

• Greets and serves a variety of individuals on a daily basis, both professional educators and representatives of the general public;
• Serves as executive secretary for the department and is called upon to initiate correspondence from the manager and other department staff;
• Prepares agendas and packets for meetings, takes minutes and transcribes and initiates follow-up correspondence when necessary;
• Performs more complex work requiring a high level of quality and accuracy, including the preparation of legal contracts, staff evaluations, payroll, invoices and program reports;
• Arranges travel reservations and keeps a daily schedule of staff in department;
• Maintains the listing and registration system for professional learning offerings;
• Manages professional development support services, including facility bookings, catering arrangements and /or beverage support, preparation of session materials and attendance tracking;
• Prepares reports, correspondence, vouchers, receipts, schedules, minutes, requisitions, notices and statistical and financial data. Coordinates equipment and office needs such as computers and work stations. Prepares checks and tabulates balances statistical and financial data;
• Completes filing and searching;
• Stores, inventories and disseminates supplies;
• Answers inquiries or refers to the proper official;
• Handles reimbursements and vendor/speaker payments;
• Reviews and prepares purchase orders and requisitions;
• Prepares contracts and service agreements for the Prevention and Intervention Services Department and on behalf of other departments.

Qualifications (Employment Standards)

Education and Experience

• Graduation from high school or comparable demonstration of basic competence and preferably four years of progressively responsible secretarial experience. Experience in an education setting is desired but not required.

Knowledge of

• Modern office terminology, procedures/equipment;
• Varied computer software, including word processing, spreadsheets, database management and office graphics programs;
• Education organization, policies and procedures;
• Office practices and procedures;
• Proper English usage, grammar, spelling, vocabulary and punctuation;
• Organization of files and records.

Ability to

• Mentor new employees on business practices. Serves as mentor to other new employees within the organization on business procedures.
• Understand and comply with District, County, State and Federal procedures, policies and statutes.
• Maintain high degree of confidentiality;
• Accurately type 60 words per minute and enter data with accuracy;
• Communicate with tact and courtesy;
• Respond to routine inquiries;
• Follow oral and written directions;
• Operate modern office equipment, including computers;
• Adapt to changing work demands;
• Manage task priorities to meet deadlines;
• Work under varying degrees of stress;
• Establish and maintain effective working relationships with a variety of individuals and groups;
• Read and comprehend fine print such as contracts, spreadsheets and texts;
• Communicate effectively via telephone, computer modem and in person.

Working Conditions (Work Environment):

• Ability to work in collective and collaborative working environment in a shared office space
• Work is performed in a busy, sometimes noisy, office environment.
• Positions in this classification work indoors and sit for long periods of time.
• The position requires daily oral communication in person and on the telephone, frequent use of email and messaging communication systems.

Other Requirements:

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV PUll Notice Program once employed.

Classification Range: 6 | PC Approved: 12/12/2022